administrative assistant Lincoln, England
Job description
Administrative Assistant
JOB SUMMARY
Give a polite, pleasant and professional first impression of the Home being the first point of contact for telephone calls and visitors.
Completing all HR paperwork and ensuring staff files are complete, up to date and accurate.
Ensuring rotas are up to date and accurate.
General office duties involving typing, photocopying, faxing filing etc.
Assist in collating residents spending monies residents and account related duties.
Share responsibility in the protecting of company assets and be proactive in securing a positive company image.
KEY RESPONSIBILITIES
Be responsible for answering incoming telephone calls politely and directing them as appropriate. Ensuring messages and information are relayed clearly, accurately and promptly to the relevant person.
Deal with internal telephone requests as appropriate.
Greet visitors to the Home and inform relevant person of their arrival.
Show potential families/residents around the Home and complete the associated paperwork.
Assist with effective communication within the Home, ensuring timely, accurate documentation of all relevant information.
Initiate and complete all the relevant recruitment paperwork
including organising interviews, applying for references, contacting NMC for confirmation of trained nurses “p.i.n.”, issuing contracts and all other HR forms - as per instructions of the Home Manager.
Ensure all staff files are completed, maintained and accurate with all the relevant documentation at all times.
Undertake staff file audits ensuring any deficiencies once identified are reported to the Home Manager and dealt with in a timely manner.
Support the Home Manager with the production of rotas and allocation sheets ensuring both are produced and displayed in a timely manner in line with the Company’s expectations and showing a fair distribution of shifts throughout the staff team.
Ensure that all information required on the time & attendance system is put on, processed accurately and kept up to date and in a timely manner in line with the Company’s expectations. This includes rotas, holidays, sickness, maternity leave etc.
Provide administration support in the production of forms, memos, local policies and related documents required for the Home.
In collaboration with the Home Manager ensure on a weekly and monthly basis Head Office returns are sent to Head Office using appropriate form and in a timely manner.
Ensure that post is stamped and sent each working day.
Assist in collating Residents Spending Money ensuring personal monies received and debited are detailed onto each service users account information sheet and balanced on a monthly basis.
Keep excellent records in line with CQC and Company regulations.
Ensure a high degree of professionalism is maintained at all times.
Co-operate and maintain good working relationships with all staff.
Job Type: Full-time
Schedule:
- Monday to Friday
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative: 1 year (preferred)
- Care Home: 1 year (preferred)
Licence/Certification:
- Driving Licence (preferred)
Work Location: In person
